All Student Records, including Special education and special services records (i.e., homebound, ELL, gifted/talented, etc.) are only maintained for five years following graduation, transfer, or withdrawal from Stafford County Public Schools. After five years these records are destroyed in compliance with the Library of Virginia policy. If you believe any of these records may be needed in the future, we highly recommend obtaining copies before they are destroyed.
We will be destroying 2014-2015 school records in July 2020. If you would like a copy of your student's record, please notify the school by June 15, 2020.
MISSION STATEMENT: The Records Management Office is firmly committed to excellence in all records management, forms management, student records, and document imaging services we provide to our "customers". Our primary goal is that all records, in all formats and media types, shall be efficiently created, managed, and retained to meet all legal, financial, auditing, administrative, research, and historical needs of Stafford County Public Schools.
FORMER STUDENT RECORD REQUESTS
Stafford County Public Schools is pleased to announce our high schools will begin using ScribOrder as our partner for former student record requests beginning October 1, 2019. ScribOrder, by Scribbles Software, is an online student record request and payment solution used in thousands of school districts across the US, including many in Virginia. The implementation of ScribOrder transitions the existing manual, paper-based, records request processes into an automated solution that streamlines the acceptance, payment, and fulfillment of student record requests. Requests, approved by the former student, are made by corporations for transcripts, employment verifications, and legal requests.
Effective October 1, 2019 student record requests from former students, universities, corporations, attorneys and other third party requestors will be fulfilled online only. The schools will no longer accept such record requests via telephone, fax or mail.
Please use the following link to access our online student records request system:
When any records disposal is considered, the Library of Virginia Records Retention Schedule must be consulted. Once records have met or exceeded the retention requirements and qualifications set forth in the retention schedule, the record series category can be destroyed. RM-3 forms must be completed and submitted to the Records Department prior to any records being destroyed.
Records Retention Schedules are written standards for the retention and disposition of public records. These standards are based on the legal, fiscal, historical, and administrative value of the records. The Records Retention Schedule should be consulted during any records inventory process, any time the records are to be relocated, and any time records disposal is considered. The Library of Virginia is the state agency that regulates and approves records retention and disposal for all Virginia public agencies. All schools and departments are encouraged to review the records series and retention periods in the Records Retention Schedule and be guided by the requirements and qualifications that apply to your school's or department's records.
The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
These videos are designed to assist state and local government employees to understand and comply with their responsibilities under the Virginia Public Records Act (Code of Virginia 42.1-76 et seq).
SCPS POLICY - STUDENT RECORDS